MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES December 14, 2022 I. Attendance Ms. Lange, called the roll Present Mrs. Tonia Crown, Treasurer Ms. Marlena Lange, Secretary Mr. Carl Berkowitz Bishop Robert Smith Ms. Frances Amelio (Arrived at 4:35pm) Mr. Matthew Pfisterer, Director Absent Mr. Richard C. Bell, President (Excused) Mrs. Marianne Sciucco, Vice President (Excused) Visitors None II. Pledge of Allegiance III. Agenda A. Roll Call G. Financial Officer's Report B. Minutes H. Committee Report C. Visitor Comments I. Old Business D. Correspondence J. New Business E. President's Report K. Adjournment F. Director's Report IV. Discussion and Recommendation A. Mr. Matthew Pfisterer, called the meeting at 4:30pm. B. Minutes Mr. Berkowitz moved for the adoption of the minutes of the November 9, 2022 monthly meeting. Bishop Smith seconded. Ayes: Berkowitz, Lange, Bishop Smith, Crown – (4) Noes: None Motion declared approved. (12/14/22-79) C. Visitor Comments/Staff Report Tracy Barretta, Principal Account Clerk, advised that the repairs and furniture and sound system improvements, described in the Buildings and Grounds report, can be completed with funds already available in the 2022 Budget. No transfers or amendments will be necessary. She also spoke about moving forward with improvements in the Library. D. Correspondence None E. President's Report None F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Added, Senator Skoufis's Event on December 17, 2022 from 12-1:30 on the first floor in the Reading Room. He will be handing out stuffed animals to the children in the Community. We were notified from RCLS that we were awarded a State Grant in Aid Funding Check in the amount of $15,000. Mention of Operation Warmth, 154 coats were distributed. On December 2, 2022, the Library closed due to Staff Development. We had two presenters, Lisa Kropp, Director of the Lindenhurst Library and Jennifer Park, Community Engagement Specialist at RCLS. Lunch was provided in part by the Friends of Middletown Thrall Library. Mr. Berkowitz moved to thank the Friends of Middletown Thrall Library for the lunch. Bishop Smith seconded. Ayes: Berkowitz, Lange, Bishop Smith, Crown, Amelio – (5) Noes: None Motion declared approved. (12/14/22-80) G. Financial Officer's Report Mr. Berkowitz moved that the regular monthly disbursements for November, 2022 in the amount of $275,445.00 having been audited by Fran Amelio and found to be correct, be approved. Mrs. Crown seconded. Ayes: Berkowitz, Lange, Bishop Smith, Crown, Amelio – (5) Noes: None Motion declared approved. (12/14/22-81) Ms. Amelio, resolved that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer, to adjust for miscellaneous shortages: 1. TO: L7410.8406.12.0000.0 TELEPHONE/INTERNET EXPENSE $5500.00 TO: L7410.8462.12.0000.0 SERVICE CONTRACTS $3,000.00 TO: L7410.8479.12.0000.0 PROFESSIONAL MEMBERSHIP/CONFERENCES $500 FROM: L7410.8506.12.0000.5 CIRCULATION CONTROL $9000.00 Bishop Smith seconded. Ayes: Berkowitz, Lange, Bishop Smith, Crown, Amelio – (5) Noes: None Motion declared approved. (12/14/22-82) H. Committee Report Building & Grounds: Emergency repairs are necessary for equipment connected to our boiler system. A leaking pump and an auto feeder connected to the system need to be replaced at a cost of $7,200. Bishop Smith moved to have the emergency repairs done. Mrs. Crown seconded. Ayes: Berkowitz, Lange, Bishop Smith, Crown, Amelio – (5) Noes: None Motion declared approved. (12/14/22-83) We have solicited bids for improvements to the audio-visual equipment in the Community Room. This equipment will greatly improve the quality of the experience for patrons who attend movies in the Community Room. I recommend that we accept a bid from a local contractor in the amount of $7,344 to complete these improvements. Ms. Amelio moved to accept the bid. Mr. Berkowitz seconded. Ayes: Berkowitz, Lange, Bishop Smith, Crown, Amelio – (5) Noes: None Motion declared approved. (12/14/22-84) I have solicited bids for cleaning of the ducts attached to the Library's HVAC system. Areas of the building including the Board Room and the Technical Processing area have experienced dust and dirt being emitted from the system. I recommend we accept a bid for the cleaning in the amount of $14,280 to complete the work. Mrs. Crown moved to accept the bid. Ms. Amelio seconded. Ayes: Berkowitz, Lange, Bishop Smith, Crown, Amelio – (5) Noes: None Motion declared approved. (12/14/22-85) Our Head of Children's Services has selected furniture for the Library's Young Adult area that will improve the space and make it more attractive for use by young adults. The price of the furniture is $8,000. Mr. Berkowitz moved to approve the purchase of the furniture. Bishop Smith seconded. Ayes: Berkowitz, Lange, Bishop Smith, Crown, Amelio – (5) Noes: None Motion declared approved. (12/14/22-86) We met with the HVAC Engineer who shared his recommendations based upon his review of the two HVAC reports. He also answered our questions regarding the scope of the project. I am awaiting a revised quote for the replacement of the sinks in the first-floor restrooms. The existing sinks will be replaced with new ADA compliant sinks which will be mounted to supports built into the walls. The plumbing company explained that the quote has been delayed as they await a cost estimate from their carpentry contractor. Our exterminators have reported that we are currently not experiencing any infestation issues in the building. Mr. Berkowitz moved to accept the following as the 2023 Slate of Officers: Ms. Marlena Lange, President Ms. Fran Amelio, Vice President Mrs. Tonia Crown, Treasurer Ms. Shelley Milburn, Secretary Bishop Smith seconded. Ayes: Berkowitz, Lange, Bishop Smith, Crown, Amelio – (5) Noes: None Motion declared approved. (12/14/22-87) I. Old Business Director updated the Board on the Minisink Valley Initiative. J. New Business Minimum Wage Increase and 2023 Staff Salaries which will be discussed in Executive Session. Mr. Berkowitz moved to go into Executive Session at 5:04pm to discuss 2023 salaries. Ms. Amelio seconded. Ayes: Berkowitz, Lange, Bishop Smith, Crown, Amelio – (5) Noes: None Motion declared approved. (12/14/22-88) Executive Session Ended at 5:25pm. Bishop Smith moved to approve the 2023 Part Time Salaries. Ms. Amelio seconded. Ayes: Berkowitz, Lange, Bishop Smith, Crown, Amelio – (5) Noes: None Motion declared approved. (12/14/22-89) Mr. Berkowitz moved to approve the 2023 Administrative Salaries. Bishop Smith seconded. Ayes: Berkowitz, Lange, Bishop Smith, Crown, Amelio – (5) Noes: None Motion declared approved. (12/14/22-90) K. Adjournment Ms. Amelio moved to adjourn the meeting at 5:28pm. Mrs. Crown seconded. Ayes: Berkowitz, Lange, Bishop Smith, Crown, Amelio – (5) Noes: None Motion declared approved. (12/14/22-91) Respectfully Submitted, Marlena Lange, Secretary TABLE OF MOTIONS (01/12/21-1) Accepted slate of officers (01/12/21-2) Designated Middletown Times Herald Record as official newspaper (01/12/21-3) Designated the Orange Bank and Trust as official bank (01/12/21-4) Appointed Alex Smith & Elizabeth Hunter as Library District's Attorney (01/12/21-5) Designated Nugent & Haeussler, P.C. Audit Firm (01/12/21-6) Adjournment (01/12/21-7) Approval of adoption of the minutes of the 12/8/21 meeting, with corrections12 (01/12/21-8) Executive Session (01/12/21-9) Approved increase of Part Time Staff's wages (01/12/21-10) Approved increase of Administrative wages (01/12/21-11) Adjournment (02/09/22-12) Approval of adoption of the minutes of the 01/12/22 Reorganizational Minutes, with corrections (02/09/22-13) Approval of adoption of the minutes of the 01/12/22 monthly meeting (02/09/22-14) Approved monthly disbursements for December 2021 (02/09/22-15) Approved monthly disbursements for January 2022 (02/09/22-16) Discussion of Library participation in the Kiwanis Plastic Bag Recycling Program (02/09/22-17) Executive Session (02/09/22-18) Adjournment (03/09/22-19) Approval of adoption of the minutes of the 02/09/22 meeting (03/09/22-20) Approved 2021 Budget Transfer #5 (03/09/22-21) Approved 2021 Budget Transfer #6 (03/09/22-22) Executive Session (03/09/22-23) Adjournment (04/13/22-24) Approval of adoption of the minutes of the 03/09/22 meeting (04/13/22-25) Executive Session (04/13/22-26) Approved 2021 Budget Transfer #7 (04/13/22-27) Approved monthly disbursements for February 2022 (04/13/22-28) Approved monthly disbursements for March 2022 (04/13/22-29) Approval of the Annual Report to the Community (04/13/22-30) Adjournment (05/11/22-31) Approval of adoption of the minutes of the 04/13/22 monthly meeting (05/11/22-32) Approved monthly disbursements for April 2022 (05/11/22-33) Approved 2022 Budget Transfer #2 (05/11/22-34) Approved 2022 Budget Transfer #3 (05/11/22-35) Executive Session (05/11/22-36) Adjournment (06/08/22-37) Approval of adoption of the minutes of the 05/11/22 monthly meeting (06/08/22-38) Executive Session (06/08/22-39) Approved 2022 Budget Transfer #1 (06/08/22-40) Approved 2022 Budget Transfer #4 (06/08/22-41) Adjournment (08/30/22-42) Executive Session (08/30/22-43) Approval to move forward with the NYS Construction Grant Telephone System Proposal (08/30/22-44) Adjournment (07/13/22-45) Approval of adoption of the minutes of the 06/08/22 meeting (07/13/22-46) Approved monthly disbursements for June 2022 (07/13/22-47) Approval of Extension of Fine Free Checkout (07/13/22-48) Approval of Motion to Override NYS Tax Cap for 2023 (07/13/22-49) Approval of the Motion to Accept the Proposed Library Budget for 2023 (07/13/22-50) Executive Session (07/13/22-51) Adjournment (09/14/22-52) Open Discussion for the Public Meeting for the 2023 Budget Vote (09/14/22-53) Approval of adoption of the minutes of the 07/13/22 monthly meeting (09/14/22-54) Authorization of Scannex purchase (09/14/22-55) Authorization of payment for moving of the Newsstand (09/14/22-56) Approved monthly disbursements for August 2022 (09/14/22-57) Approved monthly disbursements for July 2022 (09/14/22-58) Closing of the Public Budget Hearing (09/14/22-59) Approval of the RCLS IT Services Agreement (09/14/22-60) Approval of the 2023 Library Budget (09/14/22-61) Executive Session (09/14/22-62) Adjournment (10/12/22-63) Approval of adoption of the minutes of the 08/30/22 special meeting (10/12/22-64) Approval of adoption of the minutes of the 09/14/22 monthly meeting (10/12/22-65) Approved monthly disbursements for September, 2022 (10/12/22-66) Approval of proposal for roof repairs (10/12/22-67) Approval of proposal for ADA Compliant First Floor Restroom Repairs (10/12/22-68) Approved RCLS 2023 Operation Budget (10/12/22-69) Approved Certification of the October 11, 2022 Library Budget and Trustee Election (10/12/22-70) Executive Session (10/12/22-71) Approved to accept and sign the Memorandum of Understanding from the Staff Negotiation Team (10/12/22-72) Adjournment (11/09/22-73) Approval of adoption of the minutes of the 11/09/22 meeting (11/09/22-74) Approved monthly disbursements for October 2022 (11/09/22-75) Approval of the bid for the additional lighting (11/09/22-76) Executive Session (11/09/22-77) Approval for the Ring Central Proposal (11/09/22-78) Adjournment (12/14/22-79) Approval of adoption of the minutes of the 12/14/22 meeting (12/14/22-80) Thanking of the Friends of Middletown Thrall for contribution to the Staff Development Lunch (12/14/22-81) Approved monthly disbursements for December, 2022 (12/14/22-82) Approved Budget Transfer #5 (12/14/22-83) Approval of Emergency Repairs of the Boiler System (12/14/22-84) Approval for the Improvement of the Audio Visual Sound System (12/14/22-85) Approval of the cleaning of the ducts (12/14/22-86) Approval of the Young Adult Furniture (12/14/22-87) Approved 2023 Slate of Officers (12/14/22-88) Executive Session (12/14/22-89) Approved 2023 Part Time Salaries (12/14/22-90) Approved 2023 Administrative Salaries (12/14/22-91) Adjournment